10 Resignation Letter Samples to Notify Your Boss Professionally

Resigning from a job marks a significant career moment that requires professionalism and clarity. Whether you're leaving for a new opportunity, starting your own business, or making a personal change, how you resign matters for maintaining professional relationships and your reputation.

This guide provides 10 resignation letter templates covering every common scenario, plus practical guidance on what to include, what to avoid, and how to ensure a smooth transition. The right resignation letter protects both the employee and the employer by documenting the departure clearly and professionally.

For business owners and finance leaders using platforms like Venn to manage employee expenses and operations, understanding resignation best practices helps maintain smooth transitions and preserve team relationships.

What Is a Resignation Letter and Why Does It Matter?

A resignation letter is a formal document that notifies an employer of an employee's intention to leave their position, including the last day of work. It serves as official documentation for both parties.

Resignation letters matter because they create a paper trail for HR records, confirm departure dates and notice periods, and demonstrate professionalism. They help maintain positive references and protect both employee and employer legally.

Many professionals wonder about resignation letters versus resignation emails. Email is now widely accepted, especially in digital-first workplaces, but the content and tone should remain equally professional regardless of format.

For Canadian business owners managing teams, having clear resignation documentation helps with offboarding processes, expense card returns, access revocation, and financial planning.

What to Include in Your Resignation Letter

Effective resignation letters share common elements that ensure clarity and professionalism, regardless of the specific circumstances.

Essential components:

• Statement of resignation and position title

• Last day of work and notice period

• Brief reason for leaving (optional)

• Expression of gratitude or positive sentiment

• Offer to assist with transition

• Professional closing and signature

• Date of the letter

• Contact information for follow-up

Keeping the letter concise, typically one page or less, ensures the key information is clear and easy to process.

10 Resignation Letter Samples for Every Situation

This collection of resignation letter templates covers the most common scenarios Canadian professionals encounter. Each can be adapted to fit individual circumstances while maintaining professionalism.

1. Standard Two-Week Notice Resignation Letter

This is the most common resignation format, suitable when leaving on good terms with standard notice. Use this when transitioning to a new role or opportunity and want to maintain a positive relationship.

[Your Name]
[Your Address]
[City, Province, Postal Code]
[Email Address]
[Phone Number]
[Date]

[Manager's Name]
[Manager's Title]
[Company Name]
[Company Address]

Dear [Manager's Name],

I am writing to formally notify you of my resignation from my position as [Your Job Title] at [Company Name]. My last day of work will be [Date, two weeks from today].

I have accepted a position that will further my career goals, and I believe this is the right next step for my professional development.

I want to express my sincere gratitude for the opportunities I've had during my time here. I've valued working with the team and appreciate the support and guidance you've provided.

Over the next two weeks, I am committed to ensuring a smooth transition. I will complete my current projects, document my processes, and assist in training my replacement if needed.

Thank you again for the opportunity to be part of [Company Name]. I wish you and the team continued success.

Sincerely,
[Your Signature]
[Your Typed Name]



2. Short and Simple Resignation Letter

When you want to keep things brief and straightforward without extensive detail. This works well when you have a good relationship with your employer but prefer minimal elaboration.

Dear [Manager's Name],

I am writing to inform you of my resignation from my position as [Your Job Title] at [Company Name], effective [Date, two weeks from today].

Thank you for the opportunities and experiences I've gained during my time here. I've appreciated working with you and the team.

I will ensure all my responsibilities are properly transitioned before my departure.

Best regards,
[Your Name]



3. Resignation Letter With Gratitude and Reflection

Use this when you've had a particularly positive experience and want to express genuine appreciation for your time with the company. Appropriate when leaving a role that significantly impacted your career development.

Dear [Manager's Name],

I am writing to formally resign from my position as [Your Job Title] at [Company Name]. My last day will be [Date].

This decision was not easy, as my time at [Company Name] has been incredibly rewarding. I've learned so much from you and the team, and the experience has been instrumental in my professional growth. The projects I've worked on and the relationships I've built here will always be valuable to me.

I am moving on to pursue [brief reason: a new opportunity/personal goals/etc.], but I will always look back on my time here with appreciation.

I am committed to making this transition as smooth as possible. Please let me know how I can best support the handover of my responsibilities over the coming weeks.

Thank you for your mentorship, support, and the opportunities you've provided. I hope we can stay in touch.

Warm regards,
[Your Name]



4. Resignation Letter for a New Job Opportunity

When you're leaving to accept another position and want to be transparent about your reason while remaining professional. This template maintains positive relationships while being clear about your next step.

Dear [Manager's Name],

I am writing to resign from my position as [Your Job Title] at [Company Name]. My last day of work will be [Date].

I have accepted a position with another organization that aligns with my long-term career objectives. While I'm excited about this new opportunity, I want to express my gratitude for the experience and knowledge I've gained here.

I appreciate the support and guidance you've provided during my tenure. I will do everything possible to ensure a smooth transition, including completing outstanding projects and assisting with the handover process.

Thank you for the opportunity to contribute to [Company Name]. I wish you and the team all the best.

Sincerely,
[Your Name]



5. Resignation Letter for Personal Reasons

When you're leaving for personal circumstances and prefer not to provide specific details. This template is respectful and professional while maintaining your privacy.

Dear [Manager's Name],

I am writing to inform you of my resignation from my position as [Your Job Title] at [Company Name], effective [Date].

Due to personal reasons, I have made the difficult decision to step away from my current role. This was not an easy choice, and I appreciate your understanding during this time.

I am grateful for the opportunities I've had here and the support from you and the team. I will work diligently over my notice period to ensure all my responsibilities are properly transitioned.

Thank you for your understanding and support.

Best regards,
[Your Name]



6. Resignation Letter to Start Your Own Business

Perfect for entrepreneurs leaving to launch their own venture. This template maintains professionalism while sharing your entrepreneurial goals, which can help preserve future business relationships.

Dear [Manager's Name],

I am writing to formally resign from my position as [Your Job Title] at [Company Name]. My last day will be [Date].

I have decided to pursue an entrepreneurial opportunity and will be starting my own business. This has been a long-term goal, and I feel the timing is right to take this step in my career.

My experience at [Company Name] has been invaluable in preparing me for this venture. I've learned so much from you and the team, and I'm grateful for the skills and insights I've developed here.

I am committed to ensuring a seamless transition and will do everything I can to support the team during my remaining time.

Thank you for your support and mentorship. I hope we can stay connected as I embark on this new chapter.

Sincerely,
[Your Name]



7. Immediate Resignation Letter (Emergency Circumstances)

Use this only when circumstances require you to leave immediately without providing standard notice. This should be reserved for genuine emergencies, serious health issues, or unsafe work environments.

Dear [Manager's Name],

I am writing to inform you of my immediate resignation from my position as [Your Job Title] at [Company Name], effective [today's date].

Due to unforeseen personal circumstances, I am unable to provide the standard notice period. I sincerely apologize for any inconvenience this may cause and understand this is not ideal timing.

I appreciate the opportunities I've had at [Company Name] and regret that I cannot provide a longer transition period. I am available to discuss any urgent matters via [email/phone] over the coming days if needed.

Thank you for your understanding during this difficult time.

Regards,
[Your Name]



8. Resignation Letter With Extended Notice

When you want to provide more than the standard two weeks to help with a thorough transition. This is particularly appropriate for senior roles, specialized positions, or when you want to leave on exceptionally good terms.

Dear [Manager's Name],

I am writing to formally resign from my position as [Your Job Title] at [Company Name]. My last day of work will be [Date, 4-6 weeks from today].

I wanted to provide extended notice to ensure a comprehensive transition. I understand the importance of my role and want to make sure all projects are completed and my responsibilities are properly handed over.

I have truly valued my time at [Company Name] and the professional relationships I've built here. This additional notice period will allow me to document processes, train team members, and ensure continuity for the department.

Thank you for the opportunities and support you've provided throughout my tenure. I look forward to making these final weeks as productive as possible.

Sincerely,
[Your Name]



9. Retirement Resignation Letter

For professionals ending their careers and transitioning into retirement. This template acknowledges the significance of the career milestone while ensuring proper notice and transition planning.

Dear [Manager's Name],

I am writing to formally announce my retirement from [Company Name]. My last day of work will be [Date].

After [number] years with the company, I have decided it is time to begin the next chapter of my life. This decision comes after careful consideration, and I am confident this is the right time for me to retire.

I want to express my deep gratitude for the opportunities, experiences, and relationships I've built during my time here. Working at [Company Name] has been a significant and rewarding part of my career.

I am committed to ensuring a smooth transition and will work closely with you to document my responsibilities and support the team during my remaining time.

Thank you for everything. I will always look back on my time here with great appreciation.

Warmest regards,
[Your Name]



10. Resignation Letter for Contract or Temporary Work

When ending a contract position early or choosing not to renew. This template is appropriate for freelancers, consultants, or temporary employees who need to formalize their departure.

Dear [Manager's Name],

I am writing to inform you that I will not be renewing my contract as [Your Job Title] with [Company Name]. My current contract ends on [Date], and that will be my last day.

[Alternative if ending early: I am writing to inform you of my decision to conclude my contract as [Your Job Title] with [Company Name] early. My last day will be [Date], rather than the original end date of [Original Date].]

I have appreciated the opportunity to work with [Company Name] and contribute to [specific project or team]. The experience has been valuable, and I'm grateful for the collaboration with the team.

I will ensure all deliverables are completed and properly documented before my departure.

Thank you for the opportunity to work together.

Best regards,
[Your Name]
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Resignation Letter vs. Resignation Email: Which Should You Use?

Both formats are now widely accepted in Canadian workplaces, with email becoming increasingly common, especially in digital-first companies and remote work environments.

Resignation emails offer advantages including immediate delivery, automatic documentation, and ease of forwarding to HR. They're particularly appropriate in tech companies, startups, and organizations that primarily communicate digitally.

Formal printed letters may still be preferred in traditional industries, government positions, or organizations with established protocols. When in doubt, check your employee handbook or ask HR about company preferences.

Regardless of format, the content, tone, and professionalism should remain identical. Whether you choose email or a printed letter, include all the same essential elements and maintain the same level of formality.

Frequently Asked Questions About Resignation Letters

The following addresses the most common questions Canadian professionals and business owners have about resignation letters, notice periods, and the resignation process.

Q: How much notice do I need to give when resigning in Canada?

A: The standard notice period is two weeks, but this varies by province, employment contract, and seniority. Some contracts require 4–6 weeks for managerial roles, while certain provincial standards allow one week of notice for entry-level positions. Always review your contract for specific requirements.

Q: Should I resign in person or via email?

A: Ideally, speak with your manager in person or via video call, then follow up with a written resignation letter or email. If meeting in person isn’t possible, a clear and professional resignation email is fully acceptable.

Q: Can I resign effective immediately in Canada?

A: Yes, you can resign immediately, but doing so without giving contractual notice may result in lost benefits and strained professional relationships. Immediate resignation should be used only for emergencies or severe workplace issues.

Q: What if my employer asks me to leave immediately after I resign?

A: Employers sometimes choose to end employment immediately. In Canada, when this happens, you're typically entitled to pay in lieu of the notice period you offered. Always ask for confirmation in writing.

Q: How do I resign from a toxic work environment professionally?

A: Keep your resignation letter brief, neutral, and professional. Avoid describing negative experiences in writing. You may choose to provide honest feedback in an exit interview, but the written resignation should remain simple and factual.

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